Job Information
Trinity Health Administrative Assistant - Foundation - FT- Days in Dubuque, Iowa
Employment Type:
Full time
Shift:
Day Shift
Description:
POSITION PURPOSE:
Supports the Executive Director and staff in the promotion and execution of the management of the Dubuque Mercy Health Foundation. Performs varied administrative support, office management and project management for a successful Foundation office. Assists with annual campaigns, special events, direct mailings and fundraising events. Provides administrative support to advance opportunities for the development, establishment and maintenance of comprehensive fund development programs in Dubuque and affiliated sites and programs of Mercy Medical Center. Functions as the database manager for Raisers Edge/CRM and Research Point software for both Dubuque and Dyersville Foundations ensuring donor data integrity, ensuring consistency and accuracy of the database.
SCOPE OF SERVICE:
Customers include: general public, financial and volunteer supporters of Mercy Medical Center, employees, physicians, hospital departments, companies, foundations and other not-for profit organizations.
Details:
Your best life. Our one purpose.
At MercyOne, we own our actions to achieve our larger goals. We invest in great people and ask that you make each experience your responsibility.
What we offer:
We care about your well-being, both physical and mental, which is why our benefit package includes:
Wellness programs
Education reimbursement
Personalized health insurance plans including dental and vision
Paid time off
Long- and short-term leave
Retirement planning
Life insurance coverage
What you will do:
Adheres to the principles of caring and expected behaviors outlined in Mercy Medical Center's Model of Caring and Trinity Health's Code of Conduct, fostering a climate where all customers are treated in a manner consistent with Mercy Medical Center's Mission and Values.
Maintains a working knowledge of applicable Federal, State and local laws and regulations, Trinity Health’s Organizational Integrity Program, Standards of Conduct, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior.
Provides coordination and leadership for special events annual giving, all fundraising events, direct mail campaigns and other projects as needed.
Oversees overall set-up and management of guest registration, check-out and item pick-up at the gala.
Primary contact with Greater Giving (gala software company) and manages computers, printers and staff for a successful registration and check-out process.
Organizes and tracks procured items and creates all necessary forms needed for silent and live auction packages.
Assembles and enters all packages in both Greater Giving and Raiser's Edge/CRM.
Trains volunteers to assist with registration, check-out using Greater Giving.
Oversees entire check-in and check-out processes to ensure complete information for records and correct information for guests' receipts.
Manages all gala processes having to do with bidding using Greater Giving/Raiser's Edge/CRM.
Oversees processing of online credit card payment.
Creates and reviews gala analytics reports.
Coordinates Mercy Nursing Alumni database and records
Maintains and updates Mercy Nursing Alumni member list.
Coordinates mailing list for the annual nursing alumni Banquet/Spring Mailing.
Processes registration for banquet, donations and dinner reservations.
Assures registration fees (dinner, donations and dues) are properly recorded in RE/CRM.
Creates appropriate reports for Alumni group.
Manages mailing, reservations and associated activities of special events
Annual Employee Campaign – manages donations and payroll deductions.
Semi-annual Books are Fun and quarterly Uniforms Direct sale events.
Grateful Patient Monthly Mailings.
Service Club Luncheons/Dinners, Donor Celebration, Distinguished Donor Reception, Breakfast with Kay.
In cooperation with the Executive Director, participates in developing and implementing a comprehensive plan for identifying and broadening the base of philanthropy for Mercy Medical Center – Dubuque.
Maintains donor data integrity in Raiser's Edge/CRM and ensures the consistency and accuracy of the database. Responsible for the following:
Database management, maintenance, standardization, protocols and education for both Dubuque and Dyersville Foundations.
Generates and ensures accuracy of lists for Foundation mailings.
Creates and manages dashboards on the Foundation's staff RE/CR home page.
Responsible for processing and recording gifts, generating gift acknowledgement letters and monthly pledge reminders letters for both Dubuque and Dyersville Foundations.
Assigns campaigns, funds, appeals and letter codes to each donation for both Dubuque and Dyersville Foundations.
Provides support for special mailings, such as the Annual Fund, Accolade, Breakfast with Kay, Donor Celebration, Distinguished Donor Reception and newsletter by generating donor lists.
Generates financial and donor reports and queries as needed by the Foundation staff.
Performs complex data searches and exports to produce detailed and accurate reports.
Creates monthly Welcome Packet mailings and the President's monthly Foundation donor list.
Provides training, technical support and procedure guidance to other system users.
Updates records and files by perusing daily newspaper obituaries regarding deceased donors and seeking articles on donors and/or prospective donors to add to Foundation files.
Manages and coordinates the Foundations newsletter process.
Identifies complex problems, reviewing related information to develop and evaluate options and implement solutions
Works independently with the Finance staff to provide daily and monthly reports, annual audit information and reconciles all gifts and records.
Supports the REACH Committee in processing the necessary letters, check requests, obtaining W-9 forms when appropriate and completing the entire process successfully.
Assumes responsibility for effective and efficient operations of the Foundation office; makes necessary decisions and takes appropriate action to maintain the smooth operation of the office.
Manages department budget for all office supplies, printing and mailings.
Orders office supplies, requesting POs for special mailings and printing projects.
Maintains Executive Director's calendar.
Maintains files and manages department records including retention and disposition.
Performs various administrative responsibilities such as processing incoming and outgoing mail: prepares routine correspondence and other communications; screens and channels incoming calls.
What we are looking for:
High school education required.
Associate’s degree or 2 years of college preferred. Experience may be substituted.
Experience and/or education in the health care field are highly desirable, specifically in fund development.
Bookkeeping or knowledge of accounting principles desirable. Knowledge of business terminology.
Experience with USPS bulk mailing policies and procedures helpful.
MercyOne Eastern Iowa provides exceptional, personalized care to Dubuque, Dyersville, Elkader, Clinton and surrounding areas providing more than 300 licensed beds. MercyOne Eastern Iowa operates four medical centers in Dubuque, Elkader, Dyersville and Clinton. Our facility in Clinton has branches in Fulton (https://www.mercyone.org/location/mercyone-fulton-family-medicine) specializing in family medicine and Savanna Home Health & Hospice Care based in Illinois.
MercyOne Dubuque Medical Center (https://www.mercyone.org/dubuque/find-a-location/)
MercyOne Dyersville Medical Center
MercyOne Elkader Medical Center (https://www.mercyone.org/location/mercyone-elkader-medical-center)
MercyOne Clinton Medical Center
With a history dating back more than 130 years, MercyOne Eastern Iowa has grown through expansions, acquisitions and consolidations to help provide exceptional, personalized care to our communities. Our four medical centers employ over 2,000 colleagues and medical staff improving access and creating an even higher level of care coordination to benefit patients and communities throughout the region.
Our Mission:
We, Trinity Health, serve together in the spirit of the gospel, as a compassionate and transforming healing presence within our communities.
Our Core Values:
Reverence
Commitment to Those Who are Poor
Safety
Justice
Stewardship
Integrity
Our Vision:
- We will be the most trusted health partner for life.
Our Actions:
As a Trinity Health colleague, I will:
Listen to understand.
Learn continuously.
Keep it simple.
Create solutions.
Deliver outstanding service.
Own and speak up for safety
Expect, embrace and initiate change.
Demonstrate exceptional teamwork.
Trust and assume good intentions.
Hold myself and others accountable for results.
Communicate directly with respect and honesty.
Serve every person with empathy, dignity and compassion.
Champion diversity, equity and inclusion.
Our Promise:
We Listen.
We Partner.
We Make it Easy.
MercyOne Dubuque Medical Center and all its affiliates are proud to be equal opportunity employers. We do not discriminate on the basis of race, gender, religion, physical disability or any other classification protected under local, state or federal law.
Our Commitment to Diversity and Inclusion
Our Commitment to Diversity and Inclusion
Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.
Our Commitment to Diversity and Inclusion
Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.
Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.
EOE including disability/veteran